The Administrative Services Coordinator will contribute to the success of the College of Pharmacy Department of Pharmacy Practice and Science by providing administrative support for the department's daily operations and assisting department faculty with administrative tasks related to course management. This position may require advanced knowledge and expertise in specific administrative functions, software, and course management programs. Independent judgment and initiative are required to plan, prioritize, and organize varied workloads.
Key Areas of Responsibility
Operational Support and Management
Provide operational and administrative support for the daily operations of the Department of Pharmacy Practice and Science, which includes approximately 75 faculty, staff, graduate students, and residents.
Responsible for general operational support and management, such as: greeting visitors, opening, distributing and processing departmental mail; composing and sending correspondence and in-person communication to answer questions and inquiries or refer to appropriate other areas for assistance.
Evaluate and prioritize requests and exercise discretion and judgment in providing confidential information to appropriate parties.
Provide administrative support to the department for course management and delivery and rotation schedule, use course management and exam software, and input and manage data in proprietary databases.
Assist the Department Administrator with payment processing.
Responsible for initiating purchases for events and programs and monthly reconciliation of personal Procurement Card vouchers.
Manage monthly invoices for office machines and run usage reports.
Understand and adhere to the Mission, Vision and Core Values of the College of Pharmacy.
May assist in the coordination and preparation of the College of Pharmacy's and/or PPS department strategic plan.
Manage departmental list serves, other tracking systems and computer drives.
Coordinate faculty CV information and enter into university-wide database, as needed.
Generate a variety of reports as requested by Department Chair.
Develop and review departmental informational materials for distribution.
Serve as the primary department contact for inquiries and/or requests for service. Evaluate the purpose of the contact and respond by providing information, which may cover policies, procedures, or department services and/or capabilities.
Compose and distribute email announcements to the department.
Serve as a liaison between department and other service departments within the university through the use of a variety of modes to a wide range of constituents requiring accuracy, discretion, judgement, and organization.
Maintain a positive and productive environment and working relationships with a diverse team of faculty, staff, graduate students, and residents, as well as other university colleges and departments, and the public.
Human Resources (HR)
May support faculty and staff hiring process, such as: correspondence with candidates, make travel arrangements, and coordinate interview schedules.
Assist with new departmental employee on-boarding process and manage exit checklists.
May supervise student employees.
Since 1885 the University of Iowa College of Pharmacy has led the way in educating pharmacists and pharmaceutical scientists. The College is well known for its high-quality pharmacy education, advanced practice models, patient care, drug discovery, product development, and contract manufacturing. With a new, state-of-the-art building, and the first universally designed health sciences educational facility in the U.S., Iowa Pharmacy continues to deliver a contemporary education and prepare its graduates to be healthcare leaders and scientists of the future.
The Department of Pharmacy Practices and Sciences is home to the PharmD professional program and offers PhD programs in Health Sciences Research and administers two post-graduate residency programs for Pharmacists.
For a complete job description, please contact Libby Kleppe at email@example.com
Bachelor's degree in an appropriate discipline or related field; or an equivalent combination of related education and experience.
More than one-year related office administration experience.
Experience managing multiple concurrent objectives and tasks while making effective judgments to the priorities of time and resource allocation.
Ability to work independently and demonstrate self-motivation for assignment completion.
History of accuracy and attention to detail.
Working proficiency with Microsoft Office applications or equivalent software, including calendar and email desktop tools.
Written and verbal communication skills; ability to effectively transmit, receive, and accurately interpret ideas, information, and needs through appropriate communication methods and behaviors.
Knowledge and experience with university policies and procedures related to the position.
Experience working in an academic or higher education environment.
Experience using university course and database management systems such as ICON, Canvas, Exam Soft, and Faculty Success.
Application and Position Details
In order to be considered for an interview, applicants must upload the following documents and mark them as a "Relevant File" to the submission:
Job openings are posted for a minimum of 14 calendar days. This job may be removed from posting and filled any time after the minimum posting period has ended. Successful candidates will be required to self-disclose any conviction history and will be subject to a criminal background check and credential/education verification. 5 professional references will be requested at a later step in the recruitment process. For additional questions, please contact Libby Kleppe at firstname.lastname@example.org.
Regular salaried position. Located in Iowa City, Iowa.
Fringe benefit package including paid vacation; sick leave; health, dental, life and disability insurance options; and generous employer contributions into retirement plans.
The University of Iowa is an equal opportunity/affirmative action employer. All qualified applicants are encouraged to apply and will receive consideration for employment free from discrimination on the basis of race, creed, color, religion, national origin, age, sex, pregnancy (including childbirth and related conditions), disability, genetic information, status as a U.S. veteran, service in the U.S. military, sexual orientation, gender identity, or associational preferences.
With over 31,000 students, the University of Iowa is one of the nation's top public research universities, a member of the Big Ten conference and the Association of American Universities. The University of Iowa is composed of eleven colleges and is known around the world for its balanced commitment to the arts, sciences, and humanities. It is home to one of the nation's largest academic medical centers and the pioneering Iowa Writers' Workshop. The University of Iowa promotes work/life integration and is located in the casual yet cosmopolitan environment of Iowa City, widely recognized as one of the country's most livable communities.